SR-506-003-01 (38)
EPWM: CC: AA: RDB: SL; F:\DATA\SPFILES\SP1863\CC1863-4.DOC
City Council Meeting: April 23, 2002 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT:Award of Contract for Installation of a New Landscape Irrigation System
for the Olympic Boulevard Medians
Introduction
This report recommends that the City Council award a contract to the best bidder, Cascade
Sprinklers, Inc., in the amount of $359,000 for the Olympic Boulevard medians irrigation
project and approve $35,900 in contingency funds for this contract.
Background
th
The existing irrigation system in the Olympic Boulevard medians from 11 Street to
Centinela Avenue was installed in 1960. The system is antiquated, has deteriorated
beyond its economical life, and requires replacement. The proposed replacement will
facilitate use of recycled water from the Santa Monica Urban Runoff Recycling Facility
(SMURRF).
Discussion
A Notice Inviting Bids for the construction of the Olympic Boulevard medians irrigation
project was published in the Los Angeles Times on December 21 and 23, 2001. Plans and
specifications were sent to eleven construction journals. Nineteen contractors requested
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bid packages. The City Clerk?s Office received three sealed bids, which were publicly
opened and read aloud on February 6, 2002. The bid results were as follows:
CONTRACTOR AMOUNT
Oakridge Landscape $135,842.00
Cascade Sprinklers, Inc. $359,000.00
Belaire-West Landscape, Inc. $427,777.22
Engineer?s Estimate $400,000.00
Section 2.24.072 of the Santa Monica Municipal Code sets forth the criteria under which
staff may determine the Best Bidder as:
(1) Price;
(2) The quality of the material or services offered;
(3) The ability, capacity and skill of the bidder to perform or provide the material
and services;
(4) The capacity of the bidder to perform the contract or provide the service
promptly, within the time specified, and without delay and interference;
(5) The sufficiency of the bidder?s financial resources;
(6) The character, integrity, reputation, judgment, training, experience and
efficiency of the bidder;
(7) The ability of the bidder to provide such future maintenance or service as
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may be needed;
(8) Any other factor that will further the intent set forth in Section 608 of the City
Charter.
The City has discretion in determining the applicability and weight or relative weight of
some or all of the criteria listed above and is not required to select the lowest monetary
bidder.
Oakridge Landscape submitted a bid with numerous qualifiers and conditions, which did
not conform to the bid documents. For example: the bid did not include import of soil; the
bid assumed uninterrupted irrigation installation while the bid documents stated that
coordination between concurrent contracts was required; the bid assumed a site free of
weeds; the bid price was firm for only sixty days while the bid documents required one
hundred and twenty days; and the bidder excluded certain insurance requirements. Due to
these facts, the bid is considered non-responsive. In addition, the Oakridge Landscape
bid is one-third of the engineer?s estimate. Such a large discrepancy generally indicates
that the bidder made an error in calculating their bid.
Cascade Sprinklers, Inc., supplied the City with the names of previous projects of similar
nature built by their firm. These projects included street renovations for the City of
Camarillo, Chumash Park for the City of Agoura Hills, Conejo Dog Park for Conejo
Recreation and Parks, street renovations for the City of Moorpark and landscape, and
street renovations for the Ventura County Sanitation District. All contacts reported that the
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quality of their work was excellent, on schedule, conducted in a cost efficient manner
within budget, and with a minimum of change orders. The California State Contractors?
License
Board verified that their license is current, active and in good standing. Staff also
contacted the center for Contract Compliance and found that Cascade Sprinklers, Inc., is
capable of managing labor compliance issues.
Budget/Financial Impact
FUNDS REQUIRED:
Contract $359,000
Contingency $35,900
Total Required $394,900
Funds in the amount of $394,900 are available in account C01066201.589000, ?PMP -
Olympic Boulevard Irrigation Plans.?
Recommendation
Staff recommends that the City Council:
1. Award a contract for installation of new landscape irrigation system for the Olympic
Boulevard medians to Cascade Sprinklers, Inc, the best bidder, in the amount of
$359,000 and approve $35,900 in contingency funds for this contract; and
2. Authorize the City Engineer to issue any necessary change orders to complete
additional work in conformance with the Administrative Instructions on change
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orders.
Prepared by: Craig Perkins, Director of Environmental and Public Works Management
Barbara Stinchfield, Director of Community and Cultural Services
Karen Ginsberg, Assistant Director of Community and Cultural Services
Elaine Polachek, Open Space Manager
Anthony Antich, P.E., City Engineer
Dave Brittton, P.E. Senior Civil Engineer
Susan Lowell, P.E., Civil Engineer.
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